town of franklin

Town of Franklin Board Meetings

Minutes of the Special Town Board Meeting
May 19, 2010 - 7:00 pm

Board members present:

Supervisor Arthur P. Willman, Jr.
Councilman Allen Berg
Councilman Clifford Smalley
Councilman Donald Hamm
Councilman Bradley Merrill

Others Present:

Highway Superintendent Jacques DeMars Town Clerk Sandra Oliver Derrick Romeo Doris Hamm Ed Martin Dick Jarvis

1. CALL TO ORDER

Supervisor Arthur P. Willman, Jr. called the meeting to order at 7:00 PM, the Pledge of Allegiance was recited, and the Clerk called the roll and introduced guests and declared the full board was present. As no members of the public signed the sheet for public comments, and no one had any comments, none were heard.

2. PURPOSE OF SPECIAL MEETING

Supv. Willman announced the purpose of the special meeting was to review the 2010 Highway Fund Budget and discuss the possibility of purchasing equipment for the Highway Department: a new tandem plow truck, a replacement road mower, a replacement (and upgraded to club cab) pickup truck with dump box and plow, a pavement cutter, and a Grade-All or rubber-tired excavator.

He distributed copies to the Board of comparisons of Highway Dept. expenses from May 21, 2009 to December 31, 2009 and from January 1, 2010 to May 19, 2010. Also distributed was a sheet of projected revenue. Expenses to date total $265,633. Budgeted is $535,000 with the possibility of CHPS funding of $128.274. Due from Franklin County for snow and ice removal of County roads is a projected $67,237.

Supv. Willman continued, there is $133,874 remaining to spend. If the Board deducts $21,000 for possible emergencies, leaving a balance of $112,874, add to that anticipated CHPS funding of $128,274, there remains $113,000 left to spend. If CHPS funding is not received, then no blacktopping will be performed by the Highway Dept.

As to anticipated CHPS funding, Supt. DeMars stated he had received a letter from Assemblywoman Janet Dupree that CHPS funding would be forthcoming, but the holdup in adoption of the New York State Budget is a cause for concern. Area highway departments are not spending anticipated CHPS funds at this time. The Town of Franklin does not perform blacktopping operations until later in the year, in September, and so is in a better position than many communities. CHPS funding is calculated on the entire town based on number of maintained road miles and originates from highway taxes and license plate fees. It was originally only for capital road improvements, but now it can be used for equipment purchases, and, it must be expended in the same year. However, Supv. Willman stated, there is no contract with respect to the funding, and the Town should not, as the State of New York has a multi-billion dollar deficit, expect promised CHPS funding to materialize.

A. 2011 TANDEM PURCHASE. The Highway Dept. needs another tandem, which is estimated to cost approximately $200,000, not including extended warranty. Supv. Willman stated the Town currently has budgeted 2 payments due on the tandem purchased last year of $29,600 each through financing with Navistar. If a 2011 is financed again through Navistar, the payments would be in the same range. From time of order of vehicle to delivery is approximately 5 months. Arrangements could be made so that delivery of the new vehicle is timed for January 2011 and the first payment structured toward the 3rd quarter of 2011. As for make and model, Hwy. Supt. DeMars declared that in 2011 all diesel vehicles must be outfitted with a "urea" system to combat air pollution. The urea system chemicals freeze at 20°F and at 85°F, the chemical breaks down, stalling the engine. International has earned enough credits with the Environmental Protection Agency that it does not need to install urea systems on its 2011 diesel vehicles. He recommends purchase of a 2011 International-type tandem. Because of the price of the vehicle, a request for bids will be published. Discussion ensued as to other manufacturers, and the Board determined it would seek bids on a 2011 tandem.

Motion for resolution (A.Berg-C.Smalley m/s/p) ALL AYE

RESOLUTION NO. 46: AUTHORIZE PUBLICATION OF REQUEST FOR BIDS FOR 2011 TANDEM PLOW TRUCK WHEREAS, a new tandem axle plow truck purchase for the Highway Dept. must be made this year; and WHEREAS, in accordance with the Procurement Policy of the Town of Franklin, requests for bids must be advertised; NOW, THEREFORE,
BE IT RESOLVED, that the Town Clerk is authorized to publish requests for prices of 2011 tandem axle, bids to be accompanied by terms for lease/purchase and a non-collusive bidding certificate. The legal ad will be published for 3 days in the Adirondack Daily Enterprise, Press Republican, Albany Times-Union and the Syracuse Post-Standard as follows: PLEASE TAKE NOTICE that the Town of Franklin Town Board, 7 Cold Brook Rd, P O Box 209, Vermontville, NY 12989, hereby solicits SEALED BIDS for a 2011 TANDEM AXLE DUMP TRUCK WITH SNOW PLOW EQUIPMENT AND SANDER. Bids must be addressed to TOWN CLERK, be accompanied by (1) terms for lease/purchase, and (2) non-collusive bidding certificate. Bids must be submitted in a sealed envelope. The item to be bid upon and the date and time for opening must be clearly written on the envelope front. Bids will be received until 6:00 pm on ______________, ___________, 2010 and will be opened at 7:00 pm that same day, at the Town Hall, Vermontville, NY 12989. The Town Board reserves the right to reject any and all bids. Copies of the specifications and delivery locations are available from the Town Clerk at the Town Hall, Vermontville, NY (518) 891-2189.

Those voting aye:

Supervisor Arthur P. Willman, Jr.
Councilman Allen Berg
Councilman Clifford Smalley
Councilman Donald Hamm
Councilman Bradley Merrill

Those Absent:

None

Those Abstaining:

None

Those Voting nay:

None

B. ROAD MOWER Highway Supt. DeMars obtained price estimates from several area dealers, as follows:

Name   Make/Model   Price
Address  (TO BE SUPPLIED BY HWY SUPT.)

As to make and model, Supt. DeMars recommended the Woods 8900 product, at an estimated cost of $_____________. The Town is replacing its current mower, a Brush Hog, which is lighter than Woods. Coun. Hamm concurred, that Woods was of good manufacture. Supv. Willman indicated that the DA5140.4 Brush & Weeds account was budgeted at $7,668, of which $151.11 has been spent, leaving a balance of $7,516.89. The Town has a credit with Burke Farm Supply of $1,300. As Supt. DeMars had obtained 4 price estimates from various dealers, and the cost of the mower would not exceed $10,000, per the Town's procurement policy, publication of requests for prices would not be necessary. Budget funds are sufficient for an outright purchase.

C. REPLACEMENT PICKUP TRUCK. Supt. DeMars reported the gray Chevrolet pickup truck had 100,000 miles on it. He recommends replacing the vehicle with a 450 or 550 diesel club cab pickup with plow and dump box. This type of vehicle can transport several employees to a location, thereby saving fuel, will be able to plow and also be used as a dump truck. NYS OGS pricing for a Ford 550 pickup with dump box but no plow is $51,900. The Dodge 550 has a heavier front end, however, according to Coun. Hamm, the manufacturer is experiencing transmission problems in smaller trucks. Supv. Willman conjectured a new club cab pickup with plow and dump box would cost approximately $60,000 and asked Supt. DeMars to prioritize his needs. Supt. DeMars indicated replacement of the pickup truck could wait for a while longer.

D. PURCHASE OF GRADE-ALL OR RUBBER-TIRED EXCAVATOR. As mentioned at the May 12 meeting, Supt. DeMars will inspect used vehicles for sale in the area. Discussion ensued as to the merits of various types of vehicles. Supv. Willman will determine exact purchase procedures to be used by asking the Comptroller's office. However, because the estimated cost of even used equipment may well exceed $10,000, Supv. Willman requested a motion for a resolution authorizing the publication of request for prices.

Motion for resolution (D.Hamm-B.Merrill m/s/p) ALL AYE

RESOLUTION NO. 47: AUTHORIZE PUBLICATION OF REQUEST FOR BIDS FOR EXCAVATOR WHEREAS, the Town is in need of an excavator; and WHEREAS, specifications for a previously-owned double-bucket excavator has been developed by the Highway Committee and Superintendent; NOW, THEREFORE,
BE IT RESOLVED, the Town Board authorizes the publication of request for bids for a used excavator, and the Clerk is requested to publish same in the Adirondack Daily Enterprise, as follows: "PUBLIC NOTICE: The Town of Franklin requests sealed bids for a used excavator in good condition with double bucket, articulated wrist, rubber tires, and low use hours. Bids should be addressed to the Town Clerk, Franklin Town Hall, 7 Cold Brook Road, PO Box 209, Vermontville, NY 12989 and must include a non-collusive bidding certificate. The item(s) to be bid upon and the date and time for opening must be clearly written on the envelope front. Bids will be received until 6:00 pm on Wednesday, June 9, 2010, and will be opened at a 7:00 pm Special Board meeting on that same date. The Town Board reserves the right to reject any and all bids. Copies of the specifications are available from the Town Clerk at the Town Hall, Vermontville, NY (518) 891-2189."

Those voting aye:

Supervisor Arthur P. Willman, Jr.
Councilman Allen Berg
Councilman Clifford Smalley
Councilman Donald Hamm
Councilman Bradley Merrill

Those Absent:

None

Those Abstaining:

None

Those Voting nay:

None

E. ASPHALT SAW. Supt. DeMars stated an asphalt saw would be of great help to the Department for road work. To that end he described price estimates from several local dealers at approximately $1,600. As the estimated purchase price is between $1,000 and $9,999, publication of bid requests are not necessary. The Board agreed to the purchase of an asphalt saw.

Motion to approve purchase (B.Merrill-D.Hamm m/s/p) ALL AYE

F. CURRENT GRADER. Although the Town's grader is very old, it is in process of being repaired; all the necessary parts were ordered and have been received. Bob Besaw is in process of repairing the vehicle and it will soon be operational.

G. CONCLUSION. Supv. Willman calculated the balance left in the Highway budget, including the purchases discussed is $73,797, without considering the use of "fund balances"; this is a reasonable "cushion." In addition, he stated the Board should have the goal of weaning itself from expecting CHPS funding. Next year's budget will not depend on CHPS funding. In addition, the Board should try for a zero-increase budget in 2011. Coun. Hamm agreed, stating that the County of Essex may have a very large increase because for the past several years it has used its contingency funds to decrease taxes.

3. OLD BUSINESS

A. GARAGE ELECTRIC REPAIR. Supv. Willman indicated he is still awaiting a contract from Woodhill Electric.

B. FRANKLIN FALLS CEMETERY. Coun. Hamm reported that Mr.Hayes' report that the St.Armand section of the cemetery had been mowed; it hadn't. The Town of Franklin portion of the cemetery was clear. St. Armand Highway Dept. mowed their part of the cemetery and will concentrate on cleaning it up prior to Memorial Day. Supv. Willman reported he still had not received St. Armand's decision as to maintenance of the cemetery.

Motion to adjourn (A.Berg-A.Willman m/s/p) ALL AYE

Respectfully submitted, Sandra J. Oliver, Town Clerk

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Town of Franklin
P.O. Box 209, Route 3, Vermontville, NY 12989
Tel: 518-891-2189 - Fax: 518-891-6389
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